Getting Started with the Proposal Process
Whether you are in the beginning stages of developing your idea or are ready to submit
an application, the Office of Research and Sponsored Programs is available to help.
ORSP provides many services to assist with the proposal process including searching
for funding opportunities, interpreting solicitations, developing budgets, reviewing
applications, and collecting appropriate institutional approvals. Please see the 11
mistakes to avoid below followed by 7 steps to help you get started and understand
how ORSP is able to assist you during the proposal process.
1. Develop an Idea
Think about what you would specifically like to do. Who will this project benefit?
How will this contribute to your field? What resources are needed? Will you collaborate
with a colleague? Another institution? Use our
Proposal Development Form to assist in the brainstorming process.
2. Find Funding
There are many useful tools available online to help search for funding opportunities,
including
GetEdFunding,
grants.gov,
SPIN,, or our
Funding Sources page. It is also helpful to subscribe to listservs in your field of study which will frequently
email open solicitations.
3. Contact ORSP
Contact ORSP when you have found an agency you would like to approach for funding.
We will review the eligibility requirements, confirm any submission due dates, discuss
all of the required proposal components, and develop a plan with you in order to facilitate
a smooth submission. Before the first meeting, it would be beneficial to submit a
Proposal Development Form to give our office an overview of your project to review.
4. Start Writing
You should begin writing your proposal as soon as possible. Often, there is only a
short window of time a solicitation is open. You need to allow adequate time to review
and edit all of the components of your proposal and receive the necessary internal
approvals. ORSP is available to offer assistance during the entire proposal process
and will interpret the solicitation, contact the program director (if necessary),
and collect the necessary institution approvals. For writing tips please visit our
Grant Writing Resources page.
5. Collect Institution Approval Forms
All proposals must be submitted to ORSP with the appropriate approval forms. The necessary
approval and matching forms may be found on our
Forms page. You will need to collect the signature of your department head and dean and ORSP
will collect the remaining final signatures.
6. Submit to ORSP
Send your proposal with the completed institutional forms to ORSP. The full proposal will
be reviewed to ensure that all requirements from the solicitation are addressed. Your
proposal should be submitted to ORSP at least 5 business days before the due date,
to allow for review and appropriate administrative approval. Typically, the final
review will take less time if ORSP is involved with the proposal process from the
beginning.
7. Wait on Response from Funding Agency
ORSP will submit all proposals on behalf of the institution. Our office will always
keep you posted, but it may take several months before the agency responds with a
funding decision. We will contact you as soon as we receive any news.
11 Mistakes You'll Make before noon
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Submitting a generic proposal
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Using the same proposal for every funder leads to poor alignment.
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Avoid it: Tailor each proposal to the funder’s mission, language, and priorities.
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Weak problem statement
- The need is unclear, unproven, or overly emotional.
- Avoid it: Use data, citations, and clear logic to show why the project matters.
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Vague goals and objectives
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Objectives that can’t be measured or evaluated.
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Avoid it: Use SMART (Specific, Measurable, Achievable, Relevant, Time-bound) objectives.
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Overly ambitious scope
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Proposing too much for the time frame or budget.
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Avoid it: Match your plan to realistic capacity and resources.
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Poorly constructed budget
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Numbers that don’t match the narrative or seem unreasonable.
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Avoid it: Align budget items with activities; justify each cost.
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Lack of clarity or too much jargon
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Technical language or vague writing frustrates reviewers.
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Avoid it: Write clearly and concisely for a general audience.
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No plan for evaluation
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Funders want to know how you’ll measure success.
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Avoid it: Provide specific evaluation methods, tools, and metrics.
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Ignoring funder guidelines
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Wrong formatting, exceeding word/character limits, or missing deadlines.
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Avoid it: Follow instructions exactly—they matter.
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Weak sustainability plan
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Funders worry the program will collapse after the grant.
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Avoid it: Explain how activities will continue after the funding ends.
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Not demonstrating organizational capacity
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Failing to show your expertise, partners, or past success.
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Avoid it: Highlight your track record, team qualifications, and existing resources.
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Last-minute writing and poor proofreading
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Rushed proposals often include errors, inconsistencies, and weak arguments.
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Avoid it: Build in time for review, editing, and outside feedback.
